How to arrange Group accommodation in Switzerland (or anywhere else):
Group accommodation: searching for it, finding it and booking it
There are plenty of tips and tricks out there for preparing holiday camps or residential school trips. But there is often a lack of information on successfully booking group accommodation for them. Choosing the right accommodation and using the correct rental agreement or accommodation contract are crucial factors for organising a great trip or holiday camp. Groups has put together some useful tips drawing on more than 40 years’ experience in advising and organising holiday camps to support group leaders in successfully reserving the right accommodation for them.
Searching for accommodation
Start searching early: if you start 11 months in advance of the trip, you’ll have the widest selection of accommodation. Of course, there will be options available later, but on a ‘first come first served’ basis...
Search criteria: As well as your trip dates, number of people and key words, make sure you also use the additional search criteria such as region, room allocation, location (e.g. close to water, location border, in location), facilities (e.g. sports halls) and budget.
Our tips:
- Start with a ‘broader’ search, even if you know exactly where you want to go. This will give you an overview of all the options on offer, so you’ll soon find out whether your vision is realistic. After that, you can start using more criteria to narrow down your search results more and more. While certain criteria won’t limit your results so much during the low season, they might drastically reduce the available selection during the high season.
- Read the guest reviews: all guest reviews posted on group.swiss are checked by us. You can trust them!
- Use the wish list feature: click the heart button to save accommodation options to your ‘Favourites’ and use the handy comparison function to view them side by side.
If you can’t decide which accommodation to go for by yourself, you can share your wish list on Facebook and Twitter or send it out via email.
Getting advice
If you have any questions about choosing accommodation, just get in touch with Groups. We’ve visited many of the properties before and would be happy to advise you on the available options, including what would be suitable for your specific needs. Just give us a call on: +41 61 926 60 00
Enquiries
www.groups.swiss is the only portal where you can enquire about several accommodation options at once via a collective enquiry. This feature saves you a lot of time and makes it easier for you to compare your options. You can submit the collective enquiry from the wish list or directly from the search filters.
Help the host to understand your group’s requirements: more informative enquiries result in better quotes. For example, specify the purpose of your stay and your budget. You can write up any specific requirements or preferences under ‘Comments’.
If you don’t know exactly how many participants you’ll have on your trip yet, no problem! Just give the host a rough estimate of how many you’re expecting.
Viewing the property before signing the agreement
We recommend viewing the property and surrounding area, and resolving any outstanding issues with the host BEFORE signing an agreement.
Booking accommodation
Via booking enquiry or direct booking
There are two options to choose from:
1) Booking enquiry on www.groups.swiss
You can request a quote by clicking the envelope button or submitting a collective enquiry. From that point on, you will be in direct contact with the host. You will arrange all the important aspects of your stay with them and enter into the rental agreement with them directly. For your own protection, please insist on using the contents of the Groups industry-standard sample lease agreement. We are happy to assist with any questions you may have.
2) Direct booking on www.groups.swiss
Accommodation with the shopping trolley button can be booked directly. That means you can make a reservation online and your requested dates will be kept free for you. The host has three days to confirm the reservation. You can either pay by credit card or print out your invoice.
No commission!
Unlike other portals, Groups doesn’t charge any commission whatsoever. This means you’ll be put in direct contact with the host right after making an enquiry and be able book accommodation more cheaply.
Travel cancellation insurance
Private travel cancellation insurance policies are not valid for groups, so we recommend taking out group travel insurance.
Handover of the accommodation upon arrival and departure
Together with the host, make a record of the condition of the property upon arrival and departure. Hosts typically have the relevant paperwork to hand, but if not, you can find sample arrival and departure protocol forms on our website. If possible, fill in the form together with the host and ensure you have both signed it. If the host isn’t present, fill it in on your own. You should notify the host of any defects in writing immediately. If you don’t create this record, the property will be assumed to be handed over to you in good condition and you will therefore be liable for any damage or defects, including any that were there before your arrival.
Additional resources
You can find lots of useful information about preparing and leading holiday camps, for example on education website zebis.ch (in German), which provides documents and links about trip destinations, meal planning, group games and much more.
Groups is happy to help!
We do everything we can to make your stay perfect. Simply contact us, we’re always happy to help.
We provide free advice and can help you find just the right accommodation. Look at our help page to find some useful tips and tricks.
See the Blog Page "Warnings for Holidays, Hotels and Hollows . . .".
